PWS - PEST CONTROL .docx

INDIAN HEALTH SERVICE

SPECIFICATIONS FOR PEST CONTROL SERVICES

FOR THE WAGNER HEALTH CENTER, THE VETERAN’S ADMINISTRATION (VA) CLINIC AND WAGNER HEALTH CENTER QUARTERS HOUSING

WAGNER, SOUTH DAKOTA

BACKGROUND

The mission of the Wagner Health Center (WHC) is to provide the highest quality healthcare services to the patients of the Yankton Sioux Reservation and surrounding communities in South Dakota. In order to sustain a safe, sanitary, and healing environment for patients, staff, and visitors, effective facility management is essential.

A critical component of maintaining this environment is the prevention and control of pests that may pose risks to public health, damage facilities, or compromise the integrity of healthcare services. Pest activity in medical and residential settings can directly impact infection control standards, patient safety, staff working conditions, and compliance with federal and tribal health regulations.

To meet this need, the Wagner Health Center requires a base year plus 4 one-year options, firm-fixed price, non-personal services contract for comprehensive pest control. This contract will encompass three distinct service areas:

1. Wagner Health Center (WHC) Clinic – The primary healthcare facility serving the community.

2. Veterans Administration (VA) Clinic – Wagner – A co-located medical facility supporting area veterans.

3. Wagner Health Center (WHC) Quarters Housing Units – Government-provided residential housing for medical staff.

The Contractor shall ensure consistent and thorough pest control services across these facilities, safeguarding the health of patients and staff while protecting federal property.

OBJECTIVE

The Wagner Health Center requires pest control services to ensure that all clinics, workspaces, and residential living units remain safe, sanitary, and free of pests and vermin. A clean and pest-free environment is essential to protect patient health, maintaining compliance with healthcare facility standards, and supporting staff well-being.

SCOPE OF SERVICES

The Contractor shall provide comprehensive pest control services for the Wagner Health Center Clinic, the Veterans Administration Clinic in Wagner, and the Wagner Health Center Quarters Housing Units. Services shall include, but are not limited to:

· Extermination and Control: Treatment for vermin such as rats and mice, and insects including roaches, ants, silverfish, fleas, moths, bedbugs, and other common pests affecting healthcare and residential facilities.

· Prevention: Implementation of integrated pest management (IPM) strategies designed to minimize chemical use while effectively controlling infestations.

· Inspection and Monitoring: Routine inspections of clinics, work areas, storage rooms, kitchens, and housing units to detect early signs of pest activity.

· Treatment Frequency: Scheduled services on a monthly basis, with additional treatments as required to address specific infestations.

· Emergency Response: On-call service for urgent pest issues that pose an immediate risk to patient safety, food storage, or housing conditions.

· Compliance: Use of EPA-approved pesticides and adherence to federal, state, local, and Indian Health Service safety and environmental requirements.

· The Contractor shall ensure that pest control services are delivered professionally, consistently, and with minimal disruption to clinical operations and residential life.

PERIOD OF PERFORMANCE:

The period of performance of this contract consists of a base year and four option years, beginning on 01/01/2027 TO 12/31/2027. The contract schedule with option year is listed below.

Base Year: 01/01/2027 to 12/31/2027 Option Year 1: 01/01/2028 to 12/31/2028 Option Year 2: 01/01/2029 to 12/31/2029 Option Year 3: 01/01/2030 to 12/31/2030 Option Year 4: 01/01/2031 to 12/31/2031

PLACE OF PERFORMANCE:

Wagner Health Center, 111 Washington Ave. NW Wagner, South Dakota 57380 Veterans Clinic, 400 SD-46, Wagner, SD 57380 9 Quarters Houses:

Lot #1, House 410, Memorial Dr., Wagner, SD 57380 Lot #2, House 413, 3rd Street, Wagner, SD 57380 Lot #3, House 409, 3rd Street, Wagner, SD 57380 Lot #4, House 405, 3rd Street, Wagner, SD 57380 Lot #5, House 401, Hickory Ave., Wagner, SD 57380 Lot #6, House 403, Hickory Ave., Wagner, SD 57380 Lot #7, House 402, Memorial Dr., Wagner, SD 57380 Lot #8, House 404, Memorial Dr., Wagner, SD 57380 Lot #9, House 406, Memorial Dr., Wagner, SD 57380

Triplex (3) Apartments, Units: 303, #403, #503, 119 Washington Ave, Wagner, SD 57380 1 Physician House, No. 001, 121 Washington Avenue NW, Wagner, SD 57380

QUALIFICATION OF BIDDERS:

1. Contractor shall have an adequate staff who possess Commercial Pesticides Applicators certification, in compliance with applicable state and federal laws and regulations. Only certified applicators shall be permitted to apply pest control chemicals in or on federally owned or leased structures or property. A copy of the certifications shall be submitted with the bid proposal.

2. The Contractor shall locate personnel or so arrange their service routes that pest control service personnel are available and prepared to render services as required and necessary to comply fully with these specifications.

3. The Contractor shall submit written certification to the Contracting Officer or his designated representative guaranteeing that the services offered will meet the requirements of these specifications.

4. On request of Contracting Officer or his designated representative, the Contractor shall submit in writing the names and addresses of persons or firms for whom he has rendered pest control services of a similar nature.

5. The Contractor shall provide certification of surety bonds.

6. The Contractor shall provide a list of the pesticides he intends to use on the premises and a Material Safety Device Sheet (MSDS) for each substance. The list shall have the brand names of the pesticides and the site where they are to be used. EPA uses 17 different site codes for hospital insecticides. A pesticide listed as hospitals unspecified shall not be used.

a. Pesticides shall be used only against the insect specified on the label and the manner of treatment specified on the label. Only pesticides listed for use in patient treatment rooms shall be used in patient treatment rooms and only if such rooms are unoccupied at the time of treatment.

7. Rodenticides shall not be used unless they are listed for use in health care facilities. Trapping will be an acceptable alternative.

SERVICES REQUESTED:

· The Contractor shall be responsible for making a complete survey of the premises and buildings on or in which the exterminating services are to be rendered in order to be thoroughly familiar with the coverage of service requested in this specification. Any misunderstanding arising from not fully meeting the requirements outlined in this specification due to failure in making a survey shall not excuse the Contractor from fully complying with the requirements of the specifications.

· The Contractor shall applicate the 9 Employee Houses Monthly

· The Contractor shall applicate the Wagner Health Center Monthly.

· The Contractor shall applicate Veterans Administration Building Monthly.

· The Contractor shall applicate the Triplex Apartments Monthly.

· The Contractor shall applicate 1 Physician House Monthly.

· The contractor shall receive a map of exterior areas and floorplans for interior areas of application of pest control services.

· The Contractor shall provide services at reasonable hours which will be subject to and determined by the normal workload and schedule of the Wagner Health Center. All regular exterminating services shall be performed between the hours of 8:00 AM and 5:00 PM, Monday through Friday.

· Extra services may be performed at other hours with the consent of the Chief Executive Officer or other Officer-In-Charge of the Wagner Health Center.

· If the extermination of insects and/or rodents as outlined under Scope of Service requires the drilling of holes or otherwise defacing the property, the Contractor shall obtain written permission from the Chief Executive Officer or his designated representative to do so and shall restore the property to its original condition.

· The Contractor shall provide treatment of the premises to eliminate or control those pests specified under Scope of Services.

· Exterminating services shall be conducted as specified above unless, in the opinion of the Contracting Officer or her designated representative, an emergency exists, and more frequent services are necessary.

· Request for additional visits shall be fulfilled by the Contractor within one week after receipt of the request.

· The Contractor shall render a written report to the Chief Executive Officer or his designated representative responsible for the facility which outlines the services rendered. The report shall be completed immediately following the service and before departure from the premises.

· The Contractor shall furnish to the Chief Executive Officer or his designated representative, prior to the initial application of the pesticide and/or rodent control chemical, an approved Material Safety Device Sheet (MSDS) for each substance. The Contractor shall furnish the same information each time he changes toxicants or products used in the performance of the exterminating services.

· Baits shall be used with commercial bait “stations” (containers) and the name of the bait used shall be printed on the outside of the bait station.

· All pesticides, herbicides and other chemicals used for the control and/or destruction of pests shall be registered for hospital use by the Environmental Protection Agency and shall conform to Federal, State and local law and ordinance.

· No pesticide or herbicide formulation shall be used in such a way as to constitute a hazard to the health of humans or warm-blooded animals. All chemical dilutions shall be used and applied in accordance with directions stated on the label registered with the Environmental Protection Agency.

· No pest control chemicals shall be permitted to contact any food or utensil in which food is prepared or contained. Food service areas are restricted to crack and crevice treatment and shall consist of injection of proper dilutions of approved toxicants into wall and floor junctures, baseboard openings, openings, between fixtures and equipment at joint with walls. Hollow legs of equipment shall also fall into this placement category. Fan spray in food service areas are prohibited.

· Chemicals used for pest control shall not stain surfaces such as floors, baseboards, walls, ceilings, tables and other equipment. Chemicals in liquid form shall be handled with special care in areas having asphaltic, mastic or linoleum floor surfaces. Fluid dilutions shall be not used in electrical wall boxes, electrical motors or other areas where insertions may create a fire, shock or explosion hazard.

· No pest control chemical or equipment shall be stored or kept at any Wagner Health Center when the operator is not working without the express approval of the Chief Executive Officer or his designated representative. Further, the Contractor shall not dispose of any waste or container on federally owned or leased property.

· The Contractor shall provide in writing a list of any structural conditions in the building(s) by which insects or rodents can gain access or harborage and make written recommendations for correcting the conditions. This report shall be submitted to the Chief Executive Officer or his designated representative.

· The Contractor shall notify the Chief Executive Officer or his designated representative at least two (2) days in advance of the service call so that he may accompany the Contractor or make referrals to him.

INDIAN HEALTH SERVICE

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Pest Control Services Wagner Health Center, Veterans Administration Clinic, and Wagner Health Center Quarters Housing Wagner, South Dakota

1. INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) establishes the Government’s procedures for monitoring contractor performance under the pest control services contract for the Wagner Health Center (WHC), the Veterans Administration (VA) Clinic in Wagner, and WHC quarters housing. It is intended to verify that required outcomes and service levels are achieved while preserving the Contractor’s responsibility for quality control and day-to-day management of the work.

1.1 Purpose

The purpose of this QASP is to describe systematic surveillance methods, required documentation, roles and responsibilities, and performance standards used to evaluate whether the Contractor is meeting the pest control requirements stated in the Performance Work Statement (PWS). The QASP supports objective documentation of performance and timely resolution of deficiencies.

1.2 Scope

Surveillance covers comprehensive pest control services at the WHC Clinic, VA Clinic, nine employee houses, triplex apartments, and one physician house. Services include extermination and control of rodents and insects; integrated pest management (IPM); routine inspection and monitoring; monthly scheduled treatments; additional/emergency treatments when required; and compliance with pesticide, safety, environmental, and healthcare-facility requirements.

1.3 Goals and Objectives

Maintain clinics, workspaces, storage areas, kitchens, and residential units in a safe, sanitary, and pest-controlled condition.

Verify monthly scheduled service is completed at all required locations with minimal disruption to clinical operations and residential life.

Verify that only properly certified applicators perform pesticide applications.

Verify that pesticides and rodenticides are approved and used in accordance with label restrictions, healthcare-facility requirements, and applicable law.

Ensure complete and timely service documentation, advance notification, and corrective action on identified pest-access or harborage conditions.

Track deficiencies and recurring trends for contractor performance management and annual performance evaluation.

1.4 Performance Management Approach

The Government will focus surveillance on results and contract outcomes. The Contractor remains responsible for management and quality control. Government surveillance will use periodic inspection, 100-percent inspection for selected critical safety/documentation requirements, customer input, review of contractor records, and trend analysis. Surveillance intensity may be increased when performance problems, safety concerns, or recurring complaints are identified.

1.5 Performance Management Strategy

The Contractor shall maintain its own quality control process sufficient to ensure compliant, timely, and professional performance. Government surveillance does not relieve the Contractor of responsibility for correcting deficiencies. Surveillance results will be documented by the COR or designated Government representative and may be used in contract administration and past-performance evaluations.

2. ROLES AND RESPONSIBILITIES

2.1 Contracting Officer (CO)

The CO retains sole authority to bind the Government, modify contract terms, authorize changes, and take contractual remedies. The CO approves substantive QASP changes and resolves matters that may affect price, scope, terms, or conditions.

2.2 Contracting Officer’s Representative (COR)

The COR monitors technical progress; performs or coordinates technical inspections and acceptance; evaluates contractor performance; reviews required reports and supporting records; documents deficiencies; and assists with resolution of technical problems. The COR does not have authority to modify the contract.

2.3 Subject Matter Expert / Facilities Manager

The Facilities Manager may support site access, technical surveillance, identification of facility conditions that contribute to pest activity, validation of service locations, and communication of operational constraints. Findings affecting contractual requirements are routed through the COR/CO.

2.4 Contractor Representative

The Contractor Representative coordinates scheduled and additional services, ensures qualified personnel are assigned, maintains required pesticide and safety documentation, submits service reports, responds to deficiencies, and implements corrective actions. The Contractor Representative shall promptly elevate any issue that may affect schedule, safety, or contract compliance.

3. REQUIRED PERFORMANCE STANDARDS AND QUALITY LEVELS

The Performance Requirements Summary (PRS) in Attachment 1 identifies the principal contract outcomes to be surveilled. Requirements are based on the pest control PWS. Where the PWS contains an absolute safety, licensing, or documentation requirement, the proposed surveillance AQL is 100 percent. Other proposed AQLs are management thresholds and require CO approval before use as contractual performance measures.

3.1 QASP Changes

This QASP is a Government surveillance document and may be revised as needed with CO approval. Changes to contractual service levels, requirements, remedies, price, scope, or terms must be accomplished through appropriate contract action and are not created by this QASP alone.

4. METHODOLOGIES TO MONITOR PERFORMANCE

4.1 Surveillance Methods

4.2 Surveillance Frequency

Monthly: verify scheduled service completion at all required service locations and review the associated service report(s).

Each pesticide/product change: verify current approved MSDS/SDS and product information before use.

Each additional-service request: verify response within the PWS-required timeframe.

As needed: inspect urgent complaints, safety-sensitive treatments, patient-care or food-service areas, and recurring pest conditions.

Quarterly or as directed by COR: review performance trends and unresolved deficiencies.

4.3 Customer Input and Complaints

Customer input may support surveillance but should be validated by the COR or designee before being treated as a contractor deficiency. Complaints should identify the location, date, observed condition, and any effect on patient care, food storage, housing, or operations. The COR will distinguish contractor-performance issues from structural or housekeeping conditions outside the Contractor’s control.

5. QUALITY ASSURANCE SURVEILLANCE AND DOCUMENTATION

5.1 Surveillance Process

The COR or designated Government representative will compare observed performance and contractor records against the PWS and Attachment 1. A deficiency will be documented when a requirement is not met. Critical safety or licensing deficiencies should be elevated promptly to the CO and affected facility leadership. The Contractor may be required to provide a corrective action plan when performance is recurring, systemic, or otherwise significant.

5.2 Performance Monitoring and Review

Performance reviews should address completed monthly service, pest activity trends, additional-service requests, customer complaints, certification status, pesticide/product changes, documentation quality, safety concerns, structural access/harborage recommendations, and open corrective actions.

5.3 Surveillance Documentation

The Government will retain completed inspection checklists, contractor service reports, supporting photographs when appropriate, customer input, correspondence, corrective-action records, and performance summaries in the contract administration file in accordance with applicable records-management requirements.

5.4 Resolving Performance Issues

Document the requirement, date, location, evidence, and nature of the deficiency.

Notify the Contractor Representative and establish a reasonable corrective-action due date consistent with the seriousness of the issue.

Verify completion and effectiveness of corrective action.

Escalate repeat, critical, or unresolved deficiencies to the CO for appropriate contract action.

Track all deficiencies and closures in the surveillance record.

6. CONTRACTOR PERFORMANCE ASSESSMENT

Surveillance records may support annual contractor performance assessment. Relevant performance areas include quality of service, schedule/timeliness, business relations, management, and compliance with contract requirements. Ratings and any contractual remedies remain the responsibility of the authorized Government officials.

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Proposed AQLs shown below are surveillance recommendations for CO approval unless the PWS itself states an absolute requirement.

ATTACHMENT 2: PEST CONTROL INSPECTION CHECKLIST

Contractor

Inspection Date

Service Date

Inspector/COR

Location(s)

Service Report No.

Deficiency / Corrective Action Log

Overall Assessment: ☐ Acceptable ☐ Acceptable with Corrective Action ☐ Unacceptable Inspector/COR Signature: ______________________________ Date: _______________ Contractor Representative Acknowledgment: ______________________________ Date: _______________

PRIVACY ACT & HIPAA:

The Contractor shall not maintain a system of records on Indian Health Service patients; however, the Contractor is bound by the Privacy Act of 1974 in that no information regarding patient prescription may be released to any unauthorized individual. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy Rule is also applicable concerning patient prescription information.

GOVERNMENT -PROVIDED EQUIPMENT:

None

ADMINISTRATIVE:

Contracting Officer’s Representative Designation The designated COR for this contract is:

Dwight Josh Janis, COR Level 1 The COR is responsible for:

· Monitoring the Contractor’s technical progress;

· Interpreting the statement of work;

· Technical evaluation as required;

· Technical inspections and acceptance required by this contract; and

· Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

Subject matter expert for this contract is:

Chad Zephier, Facilities Manager, Wagner Health Center

AUTHORITY:

· No person other than the Contracting Officer has the authority to bind the Government with respect to this contract.

· No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

· In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

· An understanding or agreement between the Contractor and anyone other than the Contracting Officer;

· A purported modification or change order issued by anyone other than the Contracting Officer; A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or An order, direction, consent, or permission from anyone other than the Contracting Officer to:

· Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or Expend hours in excess of a specified level of effort.

INVOICE SUBMISSION AND PAYMENT:

The Contractor shall submit one invoice, monthly, for incurred charges related to optical fabrication on prescriptions.

Invoice submission and payment: In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing, directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register, however, we encourage you to make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov.

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973- 3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.

The Contractor shall include the following information on each invoice in accordance with the Prompt Payment Act (5 CFR Part 1315.9(b)):

1. Contractor/Vendor Name

2. Mailing Address

3. Telephone Number

4. Tax Identification Number (TIN)

5. Invoice Date and Number

6. Purchase Order Number (in Block #3 of the OF-347 form)

7. Data Universal Number (DUNS)

8. Description of services provided, quantity, unit of issue, unit price, and total amount due